Microsoft Outlook: Set a Recurring Meeting at Different Times on Different Days

Setting up a meeting request in Outlook to occur at different times on different days is not especially user friendly so there are two different methods to take. You can either set up a appointment and then modify the specific days or you can configure multiple meeting requests. The first method should be used if there are a set number of meetings for instance every Monday, Wednesday, and Friday for the next two weeks. The second method should be used if the meetings are scheduled with no end date.

First Method:

Open New Appointment: For the first method we will configure a new appointment by clicking on New in the top navigation bar followed by selecting Appointment from the drop down. Fill in all of the details like you would with a normal one time appointment.

Set Recurrence: Now click the Recurrence button in the appointment window and a Recurrence configuration window will open up as shown below in the image.

Set the meeting to occur each day of the week you want and then specify one of the times. So if you wanted this to occur every Mon/Wed/Fri for the next two weeks you would put a check in Monday, Wednesday, and Friday and then select the Start Date and End Date. Also make sure that Weekly is also selected.

Modify Each Meeting Request: Now modify each meeting request within the specified time frame but instead of opening the Series only open the Occurrence. You can modify the time of each occurrence and then save.

Add Attendees: Now open the series and invite attendees and make sure to send the request to them by saving. When they receive the request it will be added at each specified time for each date that you modified.

Second Method:

For the second method you would simply create three different meeting requests for three separate days of the week. Each of these meeting requests would be set at different time. This is obviously not as clean as the method above however since there is no end date it is almost impossible to modify each instance of the meeting request into the future.

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Nice tip, I was able to create series to schedule a meeting 3rd Friday monthly . I do have exceptions in which 2 to 3 months the meeting will be on 2nd Friday. This is less than sending 12 separate invites..

Is there anyway you can pick dates from a calendar to customise meetings in Outlook? I have to set up a series of meetings for the same group but some are fortnightly, some are on different days. I don’t want to set up a series and issue the invite only to amend 60% of it :-/ I don’t want to create separate invites for each either …

Lotus allows you to customise by bring up a calendar that you then click on the date you want. Can Outlook do this too?

I have updated to microsoft office 2010 (Microsoft office professional plus). Is there an easier way to do this now? I have a list of dates in an email and I would like to create a calendar appointment for each date with the same subject, location, etc. Thanks, Margaret

Not that I am aware of however I am by no means an expert in terms of generating calendar items with Office. The article above was written because it provided a solution to something I had to accomplish. If you were able to find an easier way let us know what it is so others can use it.